Team Leader Manual

Team Leader’s

Manual

2012

TABLE OF CONTENTS

Top 7 Things You Must Know About Your SI Outreach 1

About SI 3

Outreach Objectives 3

Mission 3

Vision 3

Doctrinal Statement 3

Recruiting 4

Who can go? 4

To Do 4

Selecting Co-leaders for Your Team 5

Children of Team Leaders and Co-leaders 5

Obstacles Students May Have in Wanting to Go 5

Screening Students for Your Team 6

Financial Obligations & Fees 7

Deposits 8

Payment Methods 8

Cancellations 8

Overages 8

Making Payments or Donations via Credit Card 8

Fundraising 9

Team Approach with Individual Accountability 9

Fundraising is a spiritual matter 9

Common Misconceptions about Fundraising 10

Support Letters 11

Who to Send to 11

Return Envelopes 11

Fundraising Party 11

Support Letter To Do List 11

Sample Support Letter 12

Support Letter Alternate 12

10 Other Fundraising Ideas 13

Expressing Gratitude to Donors 14

Travel Logistics 15

Passports 15

Visa 15

Parental Consent for a Minor 15

Immunizations 15

Airfare 16

Travel Insurance 16

Waivers 16

Arriving in Country 17

Forms 18

Sample Parental Consent Letter 18

Team Commitment 19

Safety 20

Communication and Emergencies 21

Emergency Contact Person 21

Communication During your Outreach 21

Students Communicating with Home 21

Students International Emergency Procedure 22

Emergency Contact Numbers 22

In Country Logistics 23

Ministry Sites 23

Other Groups During Your Outreach 23

Authority & Supervision 23

Student Rules of Conduct 24

Flirting 24

Packing List 25

Team Meetings 27

Pre-Field Team Meetings 27

On-Field Team Meetings 27

Post-Field Team Meetings 28

Page 1 Team Leader Manual

Top 7 Things You Must Know About Your SI Outreach

1. About SI: SI does long-term, on-going community development in Costa Rica, Nicaragua, Guatemala, Fiji and the

Dominican Republic. Our staff, outreach participants and the poor come together cross-culturally to encounter God, share

the Good News, disciple and serve others in a specific area of occupation that relates to their career or academic interests.

These occupational settings are called ministry sites. SI strives to assign each outreach participant to a ministry site that

correlates closely with their skills and interests. Each participant will work at one ministry site for the entire outreach.

2. Recruiting Participants for Your Team: Recruiting team members is one of the first and most important

priorities in preparing for your outreach. Participants must be at least age 14 for outreaches to Costa Rica, Fiji, Nicaragua

and the Dominican Republic, and at least age 15 for outreaches to Guatemala. Team members should have a growing

relationship with Christ; however, we encourage a small portion of the team to be non-Christians. All team members must

be very aware of the purposes of the trip and follow the rules of conduct. Please contact our Service Center if you have

someone that would like to join the team that has a severe medical condition. Listed below are some things to do to

successfully recruit your team:

· Pray that God would build your team. Ask Him for specific people you should approach to go on the

outreach.

· Announce the trip early to allow participants and families time to plan.

· Mention the trip often and be informed with specifics about how people can get involved (who, what,

when, where, how, and how much).

· Be enthusiastic; showing your excitement is contagious.

· Encourage existing team members to recruit their friends and family.

· Recruit co-leaders to join the team and help you recruit team members.

· Have an “interested parents meeting” to discuss the plan for the trip.

3. Financial Obligations & Fees: You are responsible to ensure that your team meets all of its financial obligations for

the outreach. All airfare and outreach fees must be received 2 weeks prior to the outreach or travel may be postponed.

Outreach fees are:

· 9 Day Outreach: $895 + airfare

· 13 Day Outreach: $995 + airfare

· Team Leader Fees: 1 leader @ $350 + airfare per every 10 full paying team members.

· Payment/Fundraising Schedule: a $100 deposit per team member is required by November 1; ½ of

the fees are due 60 days prior to your outreach; the remainder is due 14 days prior to your outreach.

· Expenses not covered in your outreach fees are: airfare, international travel insurance, passports,

immunizations, notary services, travel to/from US airports, airport tax/tourist cards in the country

you are traveling to and spending money. As of Jan 1, 2011, the cost of the International Travel


Insurance will no longer be covered in the outreach fees. SI will purchase insurance for the teams; the cost

will be included on the Team Statement. Teams preferring to purchase their own insurance need to

provide a certificate or policy number 2 weeks prior to the outreach.

4. Fundraising: After you have recruited your team, the next thing to do is to develop a fundraising plan. You will need

to assist your team in this process because fundraising is not natural for most of us, although it will be an encouraging and

affirming task for almost everyone involved. Most funds will be raised by contributions from the team member (10-15%),

parents (10-15%), team fundraisers (10-15%), and a fundraising letter (55-70%) sent out by the participant to their church,

family and friends. These activities, especially the letter, will help to build a “support team” around each team member.

5. Travel Logistics: Each participant on your outreach must do the following prior to the outreach:

· Obtain a US Passport or required visa if they are not a US citizen. This Process takes 6 – 8 weeks.

Make sure everyone’s passport is in good condition and will not expire within 6 months of the

outreach.

· Make airline arrangements with SI.

· If required by airline, acquire Notarized Parental Consent Forms for minors to travel internationally.

· Consult your doctor and obtain any necessary medical vaccinations.

6. Meeting with Your Team:

It is important to meet several times with your team prior to the outreach. These team meetings provide you with the

opportunity to prepare your team spiritually, cross-culturally, and logistically. Team meetings should be used for times of

devotion, team building, training on how to relate with people in another culture, making sure that all logistics and

fundraising issues are taken care of, and informing parents about the outreach. SI will provide team meeting guidelines

and materials.

During your outreach, you will have several opportunities to meet privately with just your team in the evenings. These

team meetings can be used for spiritual devotion, processing the outreach, and fun.

Following your outreach is a very valuable time for you and your team. It is in this re-entry phase that you can either

enhance or diminish lessons learned and insights gained during the outreach. It is important that you meet with your

team after the outreach to give team members the opportunity to process their experiences, have devotions together, and

plan ways to express gratitude to their donors.

7. What to Bring and What not to Bring: To help you and your team pack and arrive on your outreach adequately

prepared, we have provided a thorough recommended packing list. It is extremely important that you and your team

follow the packing list for the appropriate country. Each outreach participant should bring only one check on and one

carry-on bag of personal belongings.

Do not bring:

· Cell phones

· iPods, MP3 players, etc. (At the leader’s discretion students may bring these items for use on the plane,

but must be put away after arrival)

· Jewelry

· Unnecessary credit cards, cash, or important documents


About SI

SI does long-term, on-going community development in Costa Rica, Nicaragua, Guatemala Fiji and the Dominican

Republic. Our staff, outreach participants and the poor come together cross-culturally to encounter God, share the Good

News, disciple and serve others in a specific area of occupation that relates to their career or academic interests. These

occupational settings are called Ministry Sites. SI strives to assign each outreach participant to a ministry site that

correlates closely with their skills and interests. Each participant will work at one ministry site for the entire outreach.

Outreach Objectives The most common objectives for short-term mission outreaches are to broaden our perspective of the world and our

responsibility to it, deepen our relationship with the Lord, and share the Gospel with others in need. While these

objectives are important and needed, Students International intentionally strives to accomplish three additional goals:

1. Enabling outreach participants and the poor to discover how God can use them in their occupation.

2. Providing outreach participants and the poor the opportunity to be a part of ongoing ministry and not just a

short outreach where follow up is difficult.

3. Helping outreach participants and the poor understand the value of building personal relationships in sharing

the Gospel.

Mission Bringing students and the poor together cross-culturally to encounter God, share the Good News, disciple and serve

others in occupational ministries.

Vision Seeing students and the poor transformed into the likeness of Christ and discover their true calling.

Doctrinal Statement Each member of the Corporation, Board of Trustees, Staff and any Council of Reference, as a qualification of membership

or office, as the case may be, shall subscribe, at the time of election or before taking office and yearly thereafter, to his

belief in the Doctrinal Basis of Students International, which shall be the basic Biblical truths of Christianity, including:

1. The unique Divine inspiration, entire trustworthiness and authority of the Bible.

2. The Deity of our Lord Jesus Christ.

3. The necessity and efficacy of the substitutionary death of Jesus Christ for the redemption of the world, and the

historic fact of His bodily resurrection.

4. The presence and power of the Holy Spirit in the work of regeneration.

5. The expectation of the personal return of our Lord Jesus Christ.


Recruiting

Who can go? Age: 14 years of age and up to Costa Rica, Nicaragua, Fiji and the Dominican Republic; 15 years of age and up to

Guatemala

Most of the team should have a growing relationship with Christ.

We encourage a small portion of the team be non-Christians. These should be people the team leader or a co-leader

know well and who are searching. They must be very aware of the purpose of the trip (to serve the poor and to

draw closer to God), and they must be willing to follow all of the rules of conduct diligently.

To Do

Pray: that God would build the team He desires. Ask him for specific people you should “target” in your recruiting.

Announce the trip early. This allows students and their families to plan effectively.

Have an “interested parents meeting” to lay out the plan for the trip. Recruit all interested students and parents to

this meeting with “no strings attached,” and then give them a deadline to officially apply.

Mention the trip often

When you announce the trip be informed—What, When, Where, Cost

Mention you will do fundraisers and cost is not a reason to not go

Be enthusiastic; showing your excitement is contagious

Target specific people especially co-leaders and ask them to help recruit.

Have a specific application Deadline, for example March 1st instead of spring.

Don’t assume anyone is going until they have applied and you have their deposit. Verbal commitments are great,

but push students to follow through, apply, and to give you a deposit ($100). Often this step solidifies their

intention to go.

If you have been on an SI outreach before have students give testimonies about the trip and to tell the other students

why they should go.

If you have not been with SI, but have students who have gone on other short-term trips have them share about how

their life was impacted.

For those who do commit to coming on the outreach and if you have room within your reservation number with

SI, encourage your friends to recruit friends, cousins, etc. even if these are students are from beyond your youth

group or school.


Selecting Co-leaders for Your Team

We want you to be very intentional and cautious about selecting the people you invite to assist you in leading your team.

Your co-leaders will play an important role while on the outreach, and you will need to rely on their emotional maturity,

Biblical ethics and servant attitude. Co-leaders are assigned to one of the ministry sites for the entire outreach, Team

Leaders will rotate sites.

If you have more than 7 students of mixed gender, we strongly recommend you bring a co-leader that is of the opposite sex

than you.

Children of Team Leaders and Co-leaders

Children can come with your team as long as you take responsibility for them 100% of the time while in country or bring a

nanny to assist you. Children will not be able to regularly go to the ministry sites. If possible a short visit to a ministry site

will be arranged for children of team staff. Nanny and children’s outreach fees are at the reduced fee of $350.

Obstacles Students May Have in Wanting to Go

We find there are four common obstacles for students to participating on a mission team. It is important to be aware of

them in order to help students overcome these concerns and to go on the team

Money – It is hard for some students to think they can come up with the money needed. So as you make your first

announcement, tell them not to think of money at this time and help them think of the possibilities in Christ.

Parents’ Concerns – Some parents will not let their child go based on fears and/or misinformation. If you have a

situation where a student wants to go but their parents won’t allow it, call the parent and introduce yourself and help

them with their concerns.

Busyness – Some students want to go, but they are in sports, choir, or taking a heavy class load. Discuss this situation

with the student to see if something can be worked out.

Wrong Concepts of Missions – Some students have no interest in participating on this team, because they have a

wrong concept of what missions are about. As you make the announcement to your group help them have an accurate

picture of missions and what your team will be doing on the outreach.


Screening Students for Your Team

Choosing your students for the team is an important issue for you to pay close attention to. Just one student who gives you

a hard time on the team can wreak havoc for team unity and take up your time and emotional energy. Here are a few

suggestions to consider when choosing your team.

Pray that God will give you wisdom and discernment as you select your team.

One of the major problems that a leader faces is a person on the team who does not respect their authority. If you

sense that an applicant is going to have a problem in this area, deal with it now. Spend time with this person, and try

to assess their sincerity to your leadership. You may want to ask colleagues their impression and knowledge of this

individual. Ask the Lord for wisdom. Maybe the Lord wants him/her to go in order to work in their lives.

This outreach is not necessarily a physically challenging outreach, but there is a lot of walking and, depending on

their ministry site, a lot of physical activity. You should make sure that all applicants are not suffering from a

physical ailment that would prevent them from walking long distances on dirt paths, climbing stairs, and have

enough stamina for a full day of activity. If you have someone with a physical condition such as extreme obesity,

ADD, mental illness, confined to a wheel chair, etc., you must obtain permission from our office in order for this

person to participate.


Financial Obligations & Fees

You are responsible to ensure that your team meets all of its financial obligations for the outreach 2

weeks prior to your departure. Outreach fees are:

Team Member Fees: 9 Day Outreach: $895 + airfare

13 Day Outreach: $995 + airfare

Team Leader and Co-Leader Fees: 1 Team Leader’s outreach fees are $350 (plus airfare) per every 10 full

paying team members.

# of Team Members _____Leaders Fees

1 - 10 _____ 1 Leader @ $350

11 – 20 _____ 2 Leaders @ $350

21 - 30 _____ 3 Leaders @ $350

31 - 40 _____ 4 Leaders @ $350

When space is available, we encourage the Team Leader to bring

their immediate family at the leader discount price.

Fees do not include: · International Travel Insurance *

· Airline Tickets

· Passports ($120 - $135)

· Immunizations

· Notary Service for Parental Consent Forms (if required by

airline)

· Travel to/from US airports

· Departure Taxes (Costa Rica $26 ea)

· Tourist Cards (Dominican Republic $10 ea)

· Free-time activities & spending money

* As of Jan 1, 2011, the cost of the International Travel Insurance will no longer

be covered in the outreach fees. SI will purchase insurance for the teams and the

cost will be included on the Team Statement. Teams preferring to purchase their

own insurance need to provide a certificate or policy number 2 weeks prior to the

outreach.


Deposits

A nonrefundable deposit of $100 per number of spaces held is required to reserve your team’s participation on a Students

International outreach. Team Leaders will be financially responsible for $100 per number of spaces held after November

1, 2011. If the team size drops below the number of spaces held or if the team cancels their outreach after November 1,

2011 the Team Leader will be financially responsible for the full deposit amount based on the number of spaces held. Team

deposits will be applied to Team Member/Leader outreach fees up to $100 per person. Payment for all team deposits is

due in full November 1, 2011.

This deposit structure allows the Team Leader time to recruit at least the number of Team Members they have reserved

space for with Students International. Each Team Member can give the Team Leader their $100 deposit to hold space on

the team.

Payment Methods

You may either make payments to Students International or fundraise through Students International. If you are going to

raise money through Students International funds should be received similar to the payment schedule below. To raise

money through Students International, have donors make checks payable to Students International and send them

directly to our office. We will receipt donors at the end of the year who have given over $250 or requested a receipt. Each

team member will have an on-line financial report listing their donor’s names, addresses, and the amount of the gifts (for

more information see the Fundraising Section of the Leader’s Handbook). If you are going to raise money through your

own organization, you will be making three payments to Students International according to the following schedule.

Cancellations

If an individual on your team has raised money through Students International and has to drop out, the money they have

raised is nonrefundable and nontransferable. If the entire team decides not to go, the money that has been raised is

nonrefundable and nontransferable and will be applied toward the operating expenses of Students International. If you

are raising money through your own organization, the deposit, payment and remainder are nonrefundable and

nontransferable. Refunds for airline tickets are governed by the airline.

Overages

All overages raised in excess of the total fees due to Students International are nonrefundable and will be used to support

the ongoing ministry expenses of Students International.

Making Payments or Donations via Credit Card

Team payments to Students International may be made via Visa, Master Card or American Express. The credit card company

charges a 3% processing fee. The processing fee will be added to the payment amount.

Donors giving by credit card to your team members through Students International may make donations using their Visa,

Master Card or American Express. They will be receipted for the full amount they donate, while 97% of the amount they

donate will go to your team. Contact the Students International Service Center to give by credit card.

Deposit $100 deposit per number of spaces held is due November 1, 2011.

Payment ½ of the total fees (Outreach Fees and Airfare) are due 60 days prior to your outreach.

Remainder The remainder of the total fees is due 14 days prior to your outreach.


Fundraising

Team Approach with Individual Accountability

As a team leader the biggest concern is that the overall goal for the team be reached. In order to do so you need to hold

the individual team members accountable to meet their individual goal.

Example: Total team fees for a team of 11 (10 students and yourself) with airfare is $18,200. Each student’s individual

fees are $1,745 ($995 outreach fee + $750 airfare).

Each student needs to send out letters and participate in other fundraisers to raise $1,745. During the fundraising process

you need to monitor where each is in order to hold them accountable and to help them reach their goal. If towards the

end of your process you see that one student has raised $2,000 and a couple of other students, who have worked hard

have only raised $1,550 the extra from the one can be used to cover the shortfall of the other two students.

Most funds will be raised by contributions from: the team member (10-15%), parents (10-15%), team fundraisers (10-

15%), and a fundraising letter (55-70%) sent out by the participant to their church, family and friends. These activities,

especially the letter, will help to build a “support team” around each team member.

Fundraising is a spiritual matter

God is not interested in just “plopping down” hundreds of dollars for a student to go on a missions trip. He is more

interested in a personal relationship with you and each one of your team members. God wants to use your fund-raising

activities to transform your team. So, fund-raising activities are a spiritual matter and must involve consistently going

before the Lord as a team asking him to provide.


Common Misconceptions about Fundraising

Students Feelings Biblical Truth The Facts

“I feel guilty asking for money for something that

is exciting and sounds like a vacation.”

Read Psalm 40:7, 8 and Hebrews 12:2 and

compare these passages with Paul’s testi-

mony of his life and ministry in 2 Cor. 4:7-11;

6:3-10. Note the contrasts of “joy” and

“desire” (or delight) with suffering and hard-

ship. Ask God to help you communicate a

realistic view of your ministry.

Excitement over service for God will be

caught by your friends and family. There is

nothing wrong with this kind of excitement.

The work and experience you will have will be

both exciting and difficult at times. Your

communication of all aspects of the ministry

will be important.

“I don’t feel like I’m anyone special to be asking

for money.”

“There are plenty of better things that people

would rather give to.”

Read Exodus 4, Judges 6, and Isaiah 6:1-9.

Note the affirmations God makes concerning

how He sees Moses,

Gideon and Isaiah. Ask Him to show you

how He sees you. Reflect on Psalm 139 and

notice God’s care for you.

You are a child of the Most High, the Lord of

Lords, Almighty God. He has reached out to

you, forgiven you of your sin, filled you with

the Holy Spirit, and now has called you to

proclaim what He has done. We base our

worth not on what the world sees as impor-

tant, but on the reality of God’s relationship

with us and what He calls us to do. That is

worthy of support.

“Asking for money goes against everything I’ve

been taught.”

“I feel like I’m a welfare case.”

“I just don’t like asking for money.”

“Asking for money is uncomfortable, because

people’s money is a private affair.”

Think through Christ’s commission to His

disciples in Matt 28:18-20 and Acts 1:8 and

His words of purpose in Matt 16:18. Whose

cause are you serving and inviting your

friends to join you in?

You are not asking for money for yourself but

for God and His work in and through you.

You are merely a steward of God’s gifts as are

your potential donors; thus you are working

together to help fulfill the Great

Commission. Asking for financial donations

for secular issues has been around for a long

time and is well accepted. As good as most of

these are, what you are doing is far more

important—you will be affecting peoples’

lives for the Kingdom of God for eternity.

“The job is impossible.”

“I don’t know many people.”

“The people I know don’t have enough money for

themselves, let alone for me.”

Reflect on God’s faithfulness and awesome

power in Exodus 14 and 15.

It is God who is our provider, not people. It is

God, the creator of the universe, who is call-

ing you to His work, and He will be faithful to

you and to those who give to you. God’s de-

sire is that all of His people give to the ad-

vancement of His Kingdom, regardless of

their financial situation. He will prompt peo-

ple to respond to you; even people you think

can’t afford it.


Support Letters The primary way for you to raise finances for the team is to have EVERY team member write a mission support letter to 40 - 75 people they

know. It is the most widely used and accepted way of raising funds for a mission outreach of this nature. Approximately 80 - 90% of all

your funds can be generated this way, but it requires some organization and discipline on the part of the team to do it. Letters should be

mailed out 3 to 4 MONTHS PRIOR to your outreach.

Who to Send to Students’ first impression is that they don’t know very many people to write to. There will be some students who really don’t know that

many people, if this is the case have them write to those they do know and let the Lord work it out. Most students do know many people

that would want to be involved in sending them on this outreach. The people they know might not be their “ideal” type of donor — people

having lots of money, overtly generous, and who know them intimately. Students probably only know a couple of people like that. The key

is to have students not judge the people they know by whether they can or want to give to them, rather let God make that decision.

The first step is to make a list of people to send the letter to. Don’t begin with the question, “Who will give?” Instead, consider, “Who

would have any interest in knowing what I’m doing this summer?” Throw the net as wide as possible. Look over the categories of people

below and consider whom you know that might fit into each category. Remember that the person’s interest in you and what you are doing

should precede their ability to give.

Return Envelopes SI will provide response envelopes if you are raising funds through our International Service Center. Each student needs to write his or

her student ID (i.e. Teamname11-01) in the lower left corner of the envelope. The team ID can be found on the team roster and on their

application. Students should also put a stamp on the response envelopes. Please contact the Service Center to receive response

envelopes for your team.

“Stuffing Party

A fun way to mail the letters is to have a team “stuffing party.” Have all your team members bring their mailing list, enough copies of their

letter for each person on the list, envelopes, and postage for the letters and return envelopes. You will bring the SI response envelopes.

Students then prepare the return envelopes, address, stuff, and stamp their letters. A tedious task to do by yourself can be a lot of fun if

done together and can be a great bonding time for your group. Once the letters are ready to mail spend some time praying over them as a

team. Pray that God would move in the lives of those receiving the letters and that God would raise funds needed for each person.

Support Letter To Do List

1.) _____Pray 3.) _____ Write Letter 5.) _____ Put Student ID and

stamp on return envelopes

7.) _____ Mail Letters

2.) _____Make Mailing List 4.) _____ Have Prayer

Partner Proof Read Letter

6.) _____ Stuff Letters 8.) _____ Pray

Family

Friends

Friends of the Family

Parents of Close Friends

People at Church

Sunday School Teachers

Youth Leaders

Neighbors

Co-workers

Business People/Owners

Previous Teachers

Your Doctor or Dentist


<Sample Support Letter>

Dear Friends and Family,

(Begin with a personal paragraph. Could contain activities you have been recently involved in and/or a brief update on your life)

I want to tell you about an exciting opportunity I have this summer. A group from (insert your school or church name) will be going to (Insert

Country) from (insert your outreach dates). We will be ministering with Students International (SI). SI is a Christian mission organization

whose missionaries are ministering to the poor of Guatemala, Nicaragua, Fiji, Costa Rica, and the Dominican Republic. Their missionaries

are professionals who are ministering in their area of expertise. They have several different areas of ministry such as: education, social work,

health care, occupational therapy, and agriculture. I will partner with one of their missionaries in an area that relates to my interests or

studies. To learn more about SI you can visit their website at www.stint.com.

Will you prayerfully consider partnering with me on this mission trip? This is a great opportunity to share the Gospel and display the love of

God to those in need. I am looking for people who will commit to pray for me as I prepare for the trip, while I am there, and when I return

home. Will you pray for me?

I am also in need of people to support me financially. This trip will cost about $1,700 and I would like to ask you to give to make it possible.

If you would like to support me, please make your check payable to (ask your team leader where they should send the check, if you are coming

as an individual send it to Students International). Please send it in the enclosed envelope by (insert a date at least 30 days before your

outreach). All contributions are tax deductible.

If you have any questions about this outreach I would love to talk with you. Please pray about the part God wants you to play in this outreach,

and may He bless you for your time and support.

Thank You,

<Support Letter Alternate> Some teams have had success in fundraising by having their students send out 25 – 30 letters and asking people to specifically give $100. If

you would like to take this approach use the following paragraph:

I am also in need of people to support me financially. This trip will cost about $1,700 and I would like to ask you to give to make it possible. I

am looking for 17 people to each give $100. Will you be one of the 17? If you are unable to give $100 any amount would be greatly

appreciated. In order to support me, please make your check payable to (ask your team leader where they should send the check, if you are

coming as an individual send it to Students International). Please send it in the enclosed envelope by (insert a date about 30 days before your

outreach). All contributions are tax deductible.


10 Other Fundraising Ideas

1. Ask Directly – Have your students identify 5 or more of the people they listed whom they know well

and feel comfortable in personally approaching for financial support. People like giving to people.

2. Ask Your Church – Students ask their church for support. Students call the church and ask who

they need to speak with about supporting them (most churches have a missions committee or an

elder for this). Mail them a letter and then a week later follow up with a phone call. If the church

does not have money designated for missions ask if they have any “Undesignated

Benevolences” (money set aside each year for charitable giving).

3. Local Restaurant – See if there is a local restaurant, ice cream shop or coffee shop that might be

interested in helping raise money for your team. This is how it works—the ice cream shop

announces that every Tuesday night for the month of January between six and nine they will give a

percentage of their sales to the team. The students in turn get the word out to their classmates,

friends, and families and encourages them to stop by the ice cream shop and buy something. The

ice cream shop will love the patronage, and you will get additional support.

4. Civic Clubs – Explore civic clubs (e.g. Lions, Elks, Rotary), which might be interested in hearing a

presentation by students and would like to help financially.

5. Work Projects – Announce in church and at school that the team and the team members are up for

hire, for odd jobs and the proceeds go toward their outreach. Suggest painting jobs, lawn and

garden care, housework—things that a team member or a group could do on a Saturday morning or

afternoon.

6. Car Wash/Bake Sale – Hold car washes and bake sales. If you hold your carwash or bake sale at

Wal-Mart, they often match every dollar you raise up to a certain amount. Contact your Wal-Mart

for more information. Offering a “free” car wash can also work well.

7. Church Night Out – Hold a “Church Night Out.” Choose a Friday or Saturday night and announce

to your church that evening is designated as “church night out” and that your team will be

providing child care at the church. Parents drop off their children at the church and then return to

pick them up by a specified time. In exchange for the childcare they give a donation toward the


trip. The parents get good, trustworthy babysitting and you and your team have a great time with the

children and raise funds for your outreach.

8. Restaurant Fundraisers - Restaurant chains such as Sweet Tomatoes, Soup Plantation, Wendy’s, Baja

Fresh and many Take-n-Bake Pizza places have fund-raising programs. Check with restaurants in your

areas to see if they have fundraising programs.

9. Garage/Rummage Sale - Ask people in your church, school, neighborhood, etc. to donate items for a

garage sale and then sell their items with the proceeds going toward the outreach.

10. Church Dinner – Invite the church to come enjoy a fun dinner, served by your team members. This is

great for fundraising and telling your church family about the trip! Sell dinner tickets for $15 (or whatever

amount you feel is good for your group). You could put on an easy spaghetti dinner or make it a cultural

night (specific to the country you will be traveling to). Have students and their parents help to serve the

dinner and mingle with people. Have students share why they are going and prayer requests for the team.

Expressing Gratitude to Donors

· Prior to the outreach each student should send a hand written thank you note to each person who supports him or her.

· Following the outreach each student should write a letter to their supporters telling them about the trip. In this letter each student

should include what he or she did as well as what God did in his or her life during the outreach.

· Make sure to properly thank everyone who helped you make this trip possible.

· Hold a time to publicly report in your church or school about the outreach. During this time be sure to thank the appropriate

people.


Travel Logistics

Passports

Everyone MUST HAVE a passport

Cost is $120 - $135

Takes 4 - 6 weeks once application is submitted

A Passport Application is available online at www/travel.state.gov

Passports must be in good condition and expiration date 6 months beyond travel

Find more info on passports at www.travel.state.gov

Make 3 copies of everyone’s passport.

Leave one copy at home with your team emergency contact person

Carry one copy with you on the outreach of everyone’s passport

Each student carries a copy of their own passport

Visa

No visas are needed for travelers with US passports. If you have students traveling with non-US issued passport contact our office for

assistance.

Parental Consent for a Minor

Some airlines require a notarized letter from a parent authorizing travel. Once airfare has been secured check with the airline for contract

rules. (Sample letter on page 17)

Immunizations

Students should see their doctor or a local travel clinic at least 4–6 weeks before the outreach to allow time for immunizations. If it is less

than 4 weeks before the trip, they should still see their doctor. Below are the Center for Disease Control’s recommendations for each country.

For more info see www.cdc.gov/travel.

Costa Rica Dominican Republic Fiji Guatemala

Up to Date Routine Vaccines

- polio, MMR and DPT

Up to Date Routine Vaccines -

polio, MMR and DPT

Up to Date Routine Vaccines -

polio, MMR and DPT

Up to Date Routine Vaccines

- polio, MMR and DPT

Hepatitis A Hepatitis A Hepatitis A Hepatitis A

Hepatitis B Hepatitis B Hepatitis B Hepatitis B

Typhoid Typhoid Typhoid Typhoid

Malaria


Airfare We would be happy to assist you in reserving and purchasing your airline tickets. It is our goal to find the lowest prices

and best itineraries for our teams. For this service a $20 surcharge is added to each ticket. Teams are also welcome to

purchase their own airfare. If purchasing tickets on your own, itineraries must be approved by the

International Service Center staff. Arrange to arrive on the first day and depart on the last day of the outreach.

If you would like SI to make your airfare reservations contact the International Service Center. There are two options

when purchasing tickets through SI:

Option 1: Once you reserve outreach dates with SI, contact us and we will research tickets and make a group airline

reservation. This option allows you to lock in lower fares and desirable itineraries. The airline requires a deposit of $50 -

$100 per seat at the time the reservation is made with the balance of the ticket due, depending on the airline, 30 – 60 days

prior to travel. Up to 10% of the reserved space can be dropped without penalty.

Option 2: Wait until your team members have applied and the team has been solidified to purchase airline tickets. This

option has little to no risk of incurring airline penalties but you may encounter higher fares and undesirable itineraries.

We recommend Option 1, making a group reservation. Booking early often assures lower fares and better schedules.

If you have questions about which option is best for your team contact our International Service Center. It is the Team

Leader’s responsibility to contact our office to initiate this process.

Travel Insurance As of Jan 1, 2011, the cost of the International Travel Insurance will no longer be covered in the team’s outreach fees. SI

will continue to purchase the insurance automatically for all teams; the cost will be reflected on the Team Statement. If

your church or school will be providing insurance for the team please provide a certificate or policy number to our office 2

weeks prior to the trip.

The policy, like most short-term international insurance policies, is a reimbursement policy. This means that teams need

to be prepared to pay for any medical expenses incurred. Claims are submitted upon return to the US. If medical

attention is required it is important to do two things: 1.) Notify the insurance company 2.) Obtain an itemized receipt from

the provider(s) to submit with the claim. Our staff will be available to help you through the process. The policy does not

include trip cancellation insurance. If you would like to review a copy of the policy contact our office.

Waivers When team members complete their on-line application each one needs to print and sign a waiver. If they are under the

age of 18 a parent or guardian needs to sign as well. Everyone needs to attach a current picture to the waiver. The picture

does not need to be a passport photo but does need to be passport quality.

Collect the waiver forms from your team and mail them to our office at least 14 days prior to your outreach.


Arriving in Country

Immigration

When you arrive in country you will need to fill out an immigration form. You will receive this form on the plane.

On the form you will be asked where you will be staying:

On the form you will also be asked your reason for traveling, check the box marked tourist/pleasure.

In the Dominican Republic and Nicaragua, in addition to the immigration form, everyone is required to purchase a tourist card for

$10 per person before going through immigration.

Customs

Following immigration and claiming your luggage you will go through customs

Wait for everyone to claim their luggage and go through as a group, as you will be less likely to be searched.

Meeting the Students International Staff

Once you clear customs an SI staff member will be there to meet you. They will have a sign or similar item to identify them as

SI staff. They will also have identification if needed.

Changing Money

Costa Rica Desamparados Centro del Banco Nacional 100 N y 75 Casa

Dominican Republic Jarabacoa

Guatemala Antigua

Fiji 6 Ragg Street, Simla, Lautoka

Nicaragua Estudiantes Internacionales, Carretera Masaya kilometro 22

½ , Masaya


There is a place to change money at the airport DO NOT change money there. Our staff will assist you and your team members

exchange money once you reach your destination.

<Sample Parental Consent Letter>

To Whom It May Concern:

I/we provide consent for our son/daughter, ____________________________________, to travel to (Country of Destination)

with (Team Leader’s Name) and the group from (Church or Organization) from (Outreach Dates).

Yo/nosotros doy/damos permiso a nuestro hijo (a), _____________________________, para que viaje con el Señor (a) (Team

Leader’s Name) y el grupo del (Church or Organization) del (Outreach Dates).

Sincerely,

_____________________________________ _____________________

Signature of Parent or Guardian Date

_____________________________________ _____________________

Print Name Date

_____________________________________ _____________________

Signature of Parent or Guardian Date

__________________________________ _____________________

Print Name Date


Students International Team Commitment

SI will: c Provide international travel insurance for each participant (at the participants expense)

c Provide pre-field training materials

c Assist in the purchase of airline tickets

c Provide transportation, room, and board, in country

c Provide supervision at the ministry sites

c Conduct morning devotions and some large group evening activities

c Assist team leader in counseling or resolving conflict if requested

c Assist in the care of sick students

c Respond to needs and requests in a timely manner

c Pray for the team members

c Pray for the team leader

The team leader will:

c Carefully select team members and co-leader(s)

c Lead team in pre-field preparation (cultural, spiritual, and relational)

c Communicate with Parents

c Make sure team members have proper vaccinations

c Assist team members in obtaining a passport

c Assist team members in obtaining a mentor

c Make payments on-time (See Financial Policies)

c Collect all student forms and send them to the International office of SI

c Hold Students and co-leaders responsible for information in SI materials (i.e. dress code, what not to bring, piercings, etc.)

c Supervise students as they carry out their responsibilities during the outreach

c Hold students accountable to SI rules and outreach schedule

c Oversee resolution of any student conflict

c Be responsible for the care of a student should they get sick

c Help team members process their outreach

c Lead team nights (2 or 3 nights)

c Be responsible for team members from lights out until the morning

c Respond to requests from SI in a timely manner

c Pray for team members

c Pray for SI staff


Safety

We acknowledge that there are safety risks when traveling internationally and encourage you to be well informed and to be

aware of the risks wherever your students are, whether at home or abroad. It is important to keep a good perspective

when safety is concerned. It is our tendency to have an unfounded fear of the unknown or unfamiliar. Thus, when we

hear about tragic events our assumption is to think the places with which we are unfamiliar are unsafe. However, we

watch news reports about tragic events in our hometowns and think of them as isolated incidents. Often a situation like

this sways our emotions and fuels our fears beyond what is reasonable. We must keep these tragic events in a proper

perspective. It is important to remember that thousands of Americans and other foreigners reside in Guatemala,

Nicaragua, Costa Rica, Fiji and the Dominican Republic and thousands of others visit these countries each month without

incident.

We have procedures in place to reduce the risks associated with international travel in an effort to make our outreaches as

safe as possible. Some of the precautions we take are:

· We are in communication with the US Embassies in each country.

· We have a strong network with other mission organizations to help us stay well informed.

· We monitor information released by the US State Department.

· We have chosen locations to work in that are low in crime and are characterized by their quietness, tranquility

and hospitality to foreigners.

· We give an extensive orientation to the students when they arrive that instructs them on important safety issues

and policies.

· We have national staff who have grown up in the areas where we minister and who know the local customs to

advise and orient students on safety issues.

· We have excellent relations with the medical community and live near well-equipped local hospitals.

While no one can guarantee complete safety, we believe we have set up a program and follow certain policies that make

this time abroad as safe as if we were wisely traveling within the United States. We also believe that the safest place for

any student is in the center of God’s will regardless if they are in,

Guatemala, Nicaragua, Fiji, Costa Rica, the Dominican

Republic or in their home town.


Communication and Emergencies

Emergency Contact Person

The emergency contact person for your team will be the person you designate on your on-line application, unless other

arrangements are made. This will be the person we contact should there be an emergency concerning the team. It will

then be this person’s responsibility to communicate with the appropriate people.

Communication During your Outreach

When you arrive in country you, as leader, will be able to call or email someone to let them know you arrived safely. We

strongly recommend that this person then communicate with parents and others who would like to know, so you don’t

have to. We suggest using your emergency contact person and having them set up a phone tree or an email distribution

list. During the outreach you may be able to communicate with them one more time, but do not plan on more than that.

Tell parents and others that no news is good news.

Students Communicating with Home

We strongly recommend that during the outreach students do not call or email home, so they are not distracted and able

to concentrate on the outreach.


Students International Emergency Procedure

In the case of an emergency contact the Students International, International Service Center located in

California. They will then instruct you as to what should be done next. If you are unable to get in touch

with the Service Center please call Pam Christy’s cell phone.

Emergency Contact Numbers in the United States Students International Service Center in California ……………………………………………………………………………..559-627-8923

Pam Christy’s (Teams Administrator) cell phone …………………………………………………………………………….….559-303-1481

Emergency Contact Numbers in the Dominican Republic Before calling these numbers contact the Students International Service Center.

Brian Entrekin cell phone (Field Director) …………………………...………………………………………………………….....809-710-8879

Base phone ………………....……………………................................................................................................ ....…… 561-747-9481

Emergency Contact Numbers in Costa Rica Before calling these numbers contact the Students International Service Center.

Jeff Dixon home phone (Field Director) …………………………………………………………………………………….. 011-506-2250-3032

Jeff Dixon office phone ………………………………………………………………………………………………………...…...011-506-8921-7550

Emergency Contact Numbers in Guatemala Before calling these numbers contact the Students International Service Center.

Fernando Saravia cell phone (Field Director) ……………………..…………………………………………………….…..011-502-4009-1172

Emergency Contact Numbers in Fiji Before calling these numbers contact the Students International Service Center.

Oska Vuki cell phone (Field Director) ……………………………………………………………………………………...….. 011-679-940-1236

Fiji Base Phone …………………………………………………………………………………………………………………………. 011-679-626-4857

Emergency Contact Numbers in Nicaragua Before calling these numbers contact the Students International Service Center.

Lowell Troyer cell phone (Field Director) ……………………………………………………………………………………. 011-505-8681-5815

Emergency Contact Numbers in Ivanhoe, California Before calling these numbers contact the Students International Service Center.

Joe Torres cell phone (Field Director) ………………………………………………………………………………………..……...559-553-3919

tel:561-747-9481


In Country Logistics

Ministry Sites

We try very hard to arrange for your students to minister in areas of interest to them and will let you know what their

ministry site assignment will be a month before the outreach via email. They will minister at one site for the entire

outreach. This helps to maximize their opportunity to develop friendships. It is important to note that once you are in

country, team members will not be allowed to change or switch to another ministry site. There is a lot of preparation that

goes into setting up a ministry site and often it involves families or leaders who have been told what to expect when you

arrive. There are circumstances we will take into consideration and allow a change to take place if necessary, but they are

rare. Thank you for your understanding.

Each “ministry site group” will be led by one of our bilingual staff. There will often be slight changes from the written

description of the ministry sites to what your students will actually do. These changes are due to various reasons — such as

the time of the year you go, national holidays and some sites are dependent upon national leaders and fitting within their

schedule. There is always the possibility of needing to change things due to unforeseen circumstances such as weather

and cultural adjustments. If there are some changes, they will not affect the opportunity for your students to minister

through their ministry site. A primary characteristic for all missionaries working in another culture is flexibility. Please

contact our International Service Center if you have students who should not be placed at the same ministry site, if you

have any questions or concerns regarding this process or the placement of your students.

Although the Students International staff try to place participants in a ministry site of their preference, we cannot

guarantee that participants will be granted the opportunity to work in the ministry site of their first or second choice.

Other Groups During Your Outreach

There may be other teams or individual students doing ministry at the same time as your team. We have structured the

program to facilitate the integration of separate groups with each other. We will provide opportunities for individual team

meetings.

http://siguatemala.com/images/stories/mariojr/marito5.jpg


Authority & Supervision

When you and your team arrive in country you will immediately be part of a leadership team that will lead and govern the

team. This leadership team will make any major decisions that affect your team.

Student Rules of Conduct

There are several rules students must abide by in order to ensure safety, simplify group logistics and conduct a lifestyle

pleasing to the Lord.

· No tobacco use

· No drinking alcohol

· No flirting or any other sexual activity

· No possession or use of illegal drugs or firearms

· No one out later than 9:00pm (except with staff approval)

· Invitations to a national friend’s home are subject to staff’s approval.

Flirting

One of the most difficult areas for many students is in the area of flirting. Often times it is unintentional, but it is

perceived within other cultures as a sexual advance. It destroys the effectiveness of their Christian witness and places

them in an awkward position. We want you to address this issue before your team comes so students are aware of the

impact and consequences of flirting. If it is noticed by our staff that a student is purposely flirting and doesn’t stop when

asked that student may be sent home at their own expense.

Students can be sent home immediately, at their

own expense, if they are involved in any sexual

relationships, drinking of alcohol, use or possession

of illegal drugs or excessive abuse of the other

rules of conduct.


Packing List

Pack personal belongings in one check-on bag (50 lb limit) and one carry-on. Airline permitting, a second check-on bag is

permitted for donations or team supplies.

It is strongly recommended that passports, money, personal toiletries, and a change of clothes be packed in your carry-on

bag.

Types of clothing needed will vary based on ministry site. For example, team members at a construction or AT site will

need work clothes and gloves where as education or health care are professional settings and students should dress ac-

cordingly. Specific dress codes for each site are included on the Ministry Site Prayer and Donation List found online un-

der Country Info.

Clothing

3 pair of pants

1—2 nice, but casual sets of clothes for church

& banquet

5 casual shirts and/or t-shirts

Fiji /Girls—skirts (knee length) to be worn at sites

1 sweater or sweatshirt

1 wind breaker or light jacket

1 rain jacket

2 pair of shorts (mid-thigh length; no shorts in Guate-

mala; knee length in Fiji)

1 pair of comfortable walking shoes

1 pair of shoes to use at your ministry site

1 pair flip flops

1 towel and washcloth (second towel optional)

Socks & underwear

1 modest swimsuit (one piece only, no high cut suits)

Scrubs (Health Care site)

Other Items

Passport & Photo Copy of Passport

Bible

Notebook, pen or pencil

Sunscreen

Aloe Vera or sunburn lotion

Insect repellent (with DEET)

After bite or anti itch lotion

Hand sanitizer

Sun visor/cap, sunglasses

Flashlight

Travel alarm

Personal toiletries (soap, shampoo, deodorant,

toothbrush, toothpaste, etc)

Water bottle (sealable)

Camera (optional)

Spending money ($50—$100)

Work gloves (Construction, AT, AG)


Packing List—Items Specific to Each Country

Do not Bring Cell phones

iPods, MP3 players, CD players, etc (Electronic devices brought to use on the airplane need to be put away in

country)

Unnecessary credit cards, cash, or important documents

Blow dryers, curling irons, flat irons (Guatemala)

Jewelry

General Dress Guidelines

No piercing other than earrings on women

No low cut waists on pants, jeans or Capri pants

No shirts exposing the midriff

No tank tops or spaghetti straps; shoulders need to be covered

No low cut necklines on shirts

No tight clothing

Costa Rica

Host family gift (for home stays only)

Heel strap sandals (Teva type) or quick

drying athletic shoes

Small day pack

Small umbrella

Guatemala

Host family gift

Small umbrella

Photos of family, home, etc (to share w/

host family)

Fiji

Surf shorts & t-shirt to wear over swimsuit

Dominican Republic/Nicaragua

Bed sheets & pillow case for twin bed


Team Meetings

Team meetings will be an intricate part of your outreach. You will meet with your team to prepare for the outreach and to get to know one another

before the outreach. On the outreach you will have opportunities to meet together as a team to process together what God is doing in and through

your lives. After the outreach, it is important that you communicate with your team members to help them incorporate the lessons that will be

learned on the outreach into their every day lives. Below you will find suggestions for pre-field, on-field and post field team meetings. For a more

detailed outline of possible team meetings please see the “Team Meeting Manual.”

Pre-Field Team Meetings

It is important to meet several times prior to the outreach with your team. These team meetings provide you with the opportunity to prepare your

team spiritually, cross-culturally, and logistically. Team meetings should be used for times of devotion, training on how to relate with people in

another culture, making sure that all logistics and fundraising issues are taken care of, and informing parents about the outreach. To do this we

recommend that you hold at least 4, preferably 5, team meetings. Below are topics that we suggest you cover with your team during the team

meetings.

On-Field Team Meetings

During your outreach you will have several opportunities to meet as a team. These times are usually in the evening after dinner. These times can

be used for spiritual formation and to help your team process what they are experiencing, learning, and what God is doing on the outreach. At the

end of your outreach will be a chance to meet as a team to prepare for returning home.

The important thing during these times and during the outreach is to help your team members process their time. This will help the work that

God does in their lives during the outreach be a lasting work and to make a life long impact.

The easiest way to process as a group is verbally. However, not everyone is a verbal processor. Provide ways for people to process using other

avenues, as it will be more meaningful and impacting to them. See the “Team Meeting Manual” for ideas of discussion starters and activities for

these times.

Spiritual Principles

Basic Understanding of Why Missions are

Important

Understanding of God’s Heart for the Poor

Understanding of the Importance of Holistic

Ministry

Servant hood

Prayer Partner Program

Logistical Information

· Fundraising

· Passports

· Immunizations

· Waivers and Parental Consent

Forms

· Packing List

Cultural Information

· Basic Understanding of Culture

· Strategies for Entering Another

Culture

· Country Specific Information


Post-Field Team Meetings Just because you have returned home does not mean the outreach is over. One of the most important aspects of leading a

team is helping your team members to adjust to life back at home and to integrate the things God did in their lives during

the outreach into their everyday lives. We strongly recommend that you have at least 1 meeting after your outreach.

These meetings are an extension of your processing time and re-entry time that you had on the outreach. The goal is to

continue to help your team process and apply what they experienced and learned on the outreach. See the “Team Meeting

Manual” for some ideas of activities and discussion starters for this time.

Thank you!

Documents

Team Leader Manual